Executive Assistant

The primary focus of this role is to support the New Zealand-based company by handling various administrative-related tasks. We are seeking a highly organized, proactive, and resourceful Remote Executive Assistant to support the Director of a group of six McDonald's restaurants. This role requires a detail-oriented individual capable of managing multiple priorities, supporting operational efficiency, and serving as a key liaison between the Director and various stakeholders including contractors, restaurant leadership team, suppliers, and customers. A person who can anticipate the needs of the Director and find ways to ensure they are working smart.

This role will report to the Director and maintain a close working relationship with the wider Restaurant Group management team including – General Managers, Accounts Manager, Restaurant Supervisor, People and Compliance manager and restaurant managers.

1. Administrative & Communication Support

• Manage and triage the Director's email inbox, prioritizing and responding where appropriate

• Coordinate calendar and appointments across multiple time zones and locations

• Draft internal and external correspondence on behalf of the Director

• Prepare presentations when required

• Liaise with customers to ensure their needs are met and restaurant teams communicate effectively. Provide feedback to restaurants.

• Maintain confidentiality and exercise sound judgment when handling sensitive information

• Support a social media strategy with localization of collateral and work with wider business to do so

2. Contractor, Supplier & Stakeholder Liaison

• Communicate with contractors, suppliers, and service providers on behalf of the Director

• Follow up on maintenance, facilities, and equipment issues to ensure prompt resolution

• Assist with compliance and documentation for third-party service providers and ensure all insurance documentation meets annual compliance requirements

3. Project & Operations Support

• Maintain project trackers (e.g., store refurbishments, equipment upgrades, marketing campaigns)

• Prepare reports and updates for weekly and monthly meetings

• Coordinate administrative processes for new initiatives or store changes

• Administer a social media program positively supporting the outcomes of the company

4. Financial & Business Support

• Assist with basic financial tasks including invoice tracking, expense reports, and budget summaries

• Liaise with the accounts team as needed for reconciliation and reporting

• Support the Director by monitoring performance of the Senior leadership team against given objectives

5. General Executive Support

• Assist with business and personal travel arrangements, accommodation bookings, and itineraries

• Organize online files, documents, and digital records in a structured, retrievable format

• Perform other household support functions like online food ordering, purchase other item at Directors request

• Perform ad hoc research and provide administrative support as required

6. Meetings

• Attendance at required meetings including:

i. Weekly: Senior leadership team meeting

ii. Monthly: Mid-Month, Monthly meetings when required

Knowledge

• Executive Assistant/Personal Assistant experience supporting senior leaders in multi‑site operations; hospitality/franchise exposure is an advantage.

• Working knowledge of restaurant/retail operations and vendor/contractor workflows.

• Familiarity with social media coordination and basic performance reporting.

Skills

• Advanced organization, time management, and follow‑through, strong written and verbal communication.

• Proficiency with Microsoft 365, Zoom, and collaboration tools, exposure to Xero or similar finance platforms.

• Ability to maintain project trackers/dashboards and prepare concise reports and presentations.

Abilities

• Exercises sound judgment, discretion, and confidentiality; anticipates needs and acts proactively.

• Thrives in a fast‑paced environment; comfortably coordinates across leaders, restaurants, contractors, and suppliers.

• Customer‑service orientation with resourceful, solutions‑focused problem solving.

• Desktop/Laptop with at least an i5 processor; Windows 10+ OS

• At least 8GB RAM

• Minimum internet speed of 50 MBPS

• Working headset and camera for virtual meetings

• Dedicated workplace